General Settings Group for "Accounting: Invoices and Receipts" in D4Web
Custom Settings for Invoice & Receipt features. Note that the settings are listed here alphabetically for easier reading, however may not be in the same order in D4WebWhere to find the General Settings page
Click the navigation menu > Location Setup > General page
Settings:
Activate Location Based Fees
Yes = When working in a multi-location environment where fees are set per location, rather than share between all locations.
No = Fees are shared throughout the locations
Considerations:
- All locations will contain the same fee level names
- Fee Level period dates will be the same for all locations
- A user is able to set the default fee level on a per location basis i.e. each location can have a different default fee level
- When a user activates Use Location Based Fees, the existing default fee levels for existing locations is kept
- When a user activates Use Location Based Fees, Provider based fees is not possible
- When a user selects Set as default level, the selected fee level will be made default for the location the user is viewing
- Where a user adds a new fee level it will be made available to all locations
- Where a user chooses to copy Fees when creating a new fee level all locations will be given the same Location Fees
Activate the Reversal Feature (replaces full deletion of record)
Yes = Reverse payments that have been banked without deleting a bank slip
Automatic correction in bank slips and reports
Audit of reversed invoices, claims and receipts from patients file
Automatically breakdown Invoice into separate Providers
Yes = With the following setting activated, when generating an invoice, the system will automatically select only one provider at a time.
Automatically Breakdown Invoices into separate Patients
The option to Automatically Breakdown Invoices into separate Patients allows family files to be separated by patient at the time of invoicing.
Yes = to separate invoices. Example: Three members of a family attend the practice today and each are invoiced separately. This setting should be set to = Yes.
No = to combine invoices and claims. Example: If processing family HICAPS claims, the setting must be set to = No.
Calculate Outstanding Status for Invoice/Receipts
The outstanding status on invoices can be calculated on the invoice/receipt date or the current date.
The General setting "Show balance on Invoice/Receipt printout" must be enabled for this feature.
The reminder periods need to be defined. See Setup Manual Debtor Reminder Templates for more information. (link coming soon)Date of Invoice/Receipt with all Receipts = The outstanding amount is defined by the date of the invoice.
Date of Invoice/Receipt = The outstanding amount is defined by the date of the invoice.
Current Date = The outstanding amount is defined by the current date and the reminder period (default setting).
Date Verification Range
Every time an invoice/receipt is created, if the date is under or over # days from last invoice or today’s date, a message will appear to prompt the user to check the date used - "Invoice date is too far from previous Invoice date".
This feature is a great tool for checking that the date entered is correct.
DATE VERIFICATION RANGE (in days) = Enter the number of days
EPAY: after processing, keep Receipt dialog onscreen
General Setting to close or leave open the Receipt dialog after EPAYMENT
No = When an e-Payment is involved, then the Receipts Window disappears automatically (Default Setting)
Yes = When an e-Payment is involved, then after the e-Payment is processed and all related screens are processed. The "Receipts" Window will stay onscreen and the CREATE, PREVIEW and PRINT buttons are available.
Financial Reports: Provider Portion Calculation Mode
This setting is to modify the calculation of any financial reports for payments including multiple providers and Health Fund payments according to their part in the invoice/instalment.
Invoice = The provider’s portion of the Discount, Payment, GST collected and Commission are calculated according to their part in the invoice (default setting)
Instalment = The Provider’s portion of the Discount, Payment, GST collected and Commission are calculated according to their part in the instalment.
Identify the user who created the Invoice
When a user attempts to process an invoice and/or receipt, they must enter a username and password to log who performed the action in audit trails
Yes = A username and password must be entered
No = The user will not be logged
Include Items With $0 Fee in Invoices
No = Any item with $0 fee will not be included in the invoice, however you can manually select these items to be included in the invoice.
Yes = All items are included in the invoice, including $0 fee items
Initialization of New Payment dialogue with default data basing on invoices due and unallocated deposits
Yes = Automatically Populate New Receipts with Amount and Payment Type
With this setting enabled, the amount paid is automatically populated.
- The amount is calculated by the total of the outstanding invoices.
- The payment type defaults to the payment type entered when the most recent receipt was created.
- If any deposits exist, these will be allocated to the outstanding invoices first.
Invoice Message (Up to 180 Characters)
Enter a message to automatically Include with every invoice that is generated in D4Web.
In Receipts, Have ‘Autoallocate Payments’ Function by Default
Every time a new receipt is created and multiple invoices exist, the "Autoallocate Payments" checkbox is automatically ticked. This can sometimes result in the receipt being applied to the incorrect invoice.![]()
This feature can be disabled. This would only apply when more than one invoice exists
ON = Automatically pays the oldest invoice first
OFF = You must select the correct invoice and enter the amount paid
Letter Head type of Invoice/Receipt printout![]()
When an invoice or receipt is printed, a letterhead can be inserted at the top of the page. The letterhead can show the location's details, or the individual providers.
No Letter Head = Select this if no letterhead is required (eg using preprinted paper).
Provider Letter Head = The letterhead is automatically selected by the system according to the provider that completed the treatment when an invoice is printed.
Location Letter Head = The letterhead has been preset for the location and used when an invoice is printed (default setting).
Make Payment Method Surcharges Mandatory
Yes = The surcharge will be mandatory when payment types selected are entered in receipt
Method of Updating Recall Date at the End of Creating Invoice
This setting allows a patient’s recall date to be updated automatically, without the ‘Update recall date’ window showing after an invoice is created. This will minimise time and errors by the user pressing Cancel instead of OK.
Automatic = The recall date is automatically updated when the invoice is created. The recall trigger items must be set up correctly.
Manual via ‘Update Recall Date’ window = The Update Recall Date window appears after creating the invoice. The user can then update the recall date manually.
New Invoice Date
When a new invoice is created, there are two options to set the invoice date.
Date of last Treat = The invoice date is the date of the last treatment item (default setting).
Current Date = The invoice date is the current system date
Paper Size of Reports
Use this setting to set the paper size for invoices/receipts and reports printed in Invoices/Receipts tab.
A4 = 29.7 x 21 cm
A5 = 21 x 14.8 cm
Payment Due / Required Within How Many Days
The due date of invoices is calculated based on a specified number of days from the invoice date.
Type in the number of days e.g: 7
Print RETURN PAYMENT SLIP in Invoices
When an invoice or receipt is printed, a payment area can be included in the invoice for the patient to fill out and return with payments.
This would commonly be used with cheque payments.![]()
No = No return payment slip is included (default setting)
Yes = The return payment slip is included
Print two copies when a receipt is cancelled/deleted
It is possible to print two copies of a receipt when it is reversed (deleted).
Select Yes or No
Provider for New Deposit Payments
When a receipt is created as a deposit, a provider must be selected to apply the deposit.![]()
Receipt Message (Up to 180 Characters)
<Main Provider> = This looks at the patient's main provider (default setting).
Select Provider Name = Select the provider for all deposits to be applied. When the deposit is allocated to an outstanding invoice it will then be applied to the provider performing the treatment.
Receipt Message (Up to 180 Characters)
Enter a message to automatically Include with every receipt that is generated in D4Web.
Show AMERICAN EXPRESS Credit Card Check Box on Payment Slip
When an invoice or receipt is printed, a payment area can be included in the invoice for the patient to fill out and return with payments. A checkbox can be included for American Express payments.
Yes = If AMEX is accepted
Show Amount Due on Invoice Printout
The amount due of an invoice can be displayed when printing/previewing.
This setting works on printout Report style A only.
Yes = “Amount Due for this Invoice” is added to the invoice ![]()
No = The total due only will be displayed
Show balance on Invoice/ Receipt printout
How to balance due is shown on the invoice when printing/previewing.
This setting works on printout Report style A only.
No = Do not show family invoice status box at bottom of the invoice printout
Detailed Breakdown = Show full details of the outstanding family status box on the invoice printout
Total Value Only = Show only the totals from the family status box on the invoice printout
Show Borders and Signature in Invoice/Receipt Printouts
A border can be displayed and a box for the patient to sign can be included on the invoice/receipt printout.
No = Signature box with borders will NOT be shown in Invoice/Receipt printouts
Show Claim ID in Invoices
Yes = When creating an invoice the user can enter a Claim ID. This will be printed on the invoice.
Show DATE PRINTED (Column and Description) on Invoice/Receipt Printout
The date printed can be shown on the invoice printout.
Yes = The date printed will be shown on the invoice/receipt printout ![]()
No = The date printed will NOT be shown on the invoice/receipt printout
Show DINERS Credit Card Check Box on Payment Slip
When an invoice or receipt is printed, a payment area can be included in the invoice for the patient to fill out and return with payments. A checkbox can be included for Diners Club payments.
No = Diners Club Australia ceased operations Oct 2024, closing all personal, corporate, government and merchant accounts
Yes = If Diners Club international card is accepted
Show DUE DATE (Column and Description) on Invoice/Receipt Printout
If the option to send invoices is selected and the set invoices due in # of days setting is configured, the system can calculate the date due from these figures.
The due date can be shown on the invoice printout. ![]()
Yes = The due date will be shown on the invoice/receipt printout
Show Item Fees on Each Row on Invoice Printout
When an invoice is printed, Show the fee of each item plus the Total due or show Total Due only.
Yes = Include fees for each item
No = Do not include the fee of each item in the invoice printout (not recommended)
Show Open Balance on Invoice Style A
When an invoice or receipt is printed, the opening balance of the invoice can be displayed.
This is only available when using Report Style A.
Yes = Shows the open balance on invoice printouts
Show the GST Amount on Invoice/Receipt Printout
When an invoice or receipt is printed, the GST amount (if applicable) can be displayed.
Yes = The GST amount is shown on Invoice/Receipt printout If the invoice doesn't contain GST "NO GST" will be displayed
Show the Words “TAX INVOICE” on Invoice Printout
When an invoice is printed, the words "Tax Invoice" can be displayed. If an invoice contains GST the words "Tax Invoice" will appear by default.![]()
Yes ="Tax Invoice" is shown on Invoice/Receipt printout
This setting only applies to invoices with no GST.
Show Tooth Numbers on Invoice Printout
When an invoice is printed, the tooth number can be displayed.
Yes = Identifies the tooth number/s the treatment was done on. For charting/record keeping and for health fund claiming (recommended)
Show Treatment Provider (Column and Description) on Invoice Printout
When an invoice is printed, the provider the treatment was performed by can be displayed.
Yes = Identifies the provider the treatment was done by. For charting/record keeping and for health fund claiming (recommended)
Suppression “Zero” Amounts in Invoice/Receipt and Treatment Plan Printout
When an invoice is created, any item with $0 fee will be included but the fee not displayed.
The setting can be changed so all item fees are included in the invoice.
Yes = No fees appear for $0 items ![]()
No = A fee of 0.00 appears for $0 items
Type of Invoice / Receipt Printout
When printing an invoice and/or receipt, the user can select from three different formats.
Ask Before Print/Preview is selected, the user will need to select from Report A or B to proceed. Report C is not included in this option. ![]()
Report Style A
Report Style B
Report Style C
When Giving a DISCOUNT Round the Result to the Nearest
When a discount is applied to an invoice, the invoice balance can be rounded.
Select from drop down list = 50c, $1, $5, $10 or No rounding
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